Series comprises land selection and correspondence files of the Department of Crown Lands and Survey. The land selection files have a file number in the form of a fraction, while the correspondence files have an alphanumeric file number.

The land selection files document the occupation of Crown Land prior to its alienation. Included in the file is a description of the land; Parish and allotment number, section number and area; the details of the leases; name of lessee, date of lease and section of Land Act, and other matters that refer to the land such as correspondence or surveyors reports. In most cases the file cover will be the Crown Grant, showing the details of alienation from the Crown: name of grantee, date of grant and details of the land.

The correspondence files contain correspondence from both and public sources. They concern any matters that relate to the administration of the land or the administration of the department. In some cases alienation of land may have occurred and grant facings are attached to the file.

VPRS 5357 Land Selection Occupation and Correspondence Files is a mixture of selection, correspondence and occupation files. It seems to be an accumulation of land selection, occupation and correspondence files that were not included in VPRS 439, 624, 625, 626, 627, 629, 831, 832, 833, 853 & 835.

Selection Files

Selection files are files of leases or licences that terminated in the issue of a Crown Grant to the occupants. They document the occupation of the land prior to its alienation from the Crown. For example, details of leases and licences, selection number, name of lessee, surveyors reports and correspondence. All selection files end with a Deed of Grant.

Correspondence Files

The correspondence files concern matters that relate to the administration of the land. Correspondence can be from both and public sources. In cases where the land has been alienated the grant facing is attached to the correspondence file.

Occupation files

Occupation files can be divided into two file types. Temporary occupancies - annually renewable tenure with no right to purchase and long term occupancies that were guaranteed long term tenure without the right to freehold. The contents of occupation files are similar to selection files, however they do not end with a Deed of Grant.

How to use the records

To locate items of interest, use "Search in a series" and a single word from the name of a person, company or government department. The data available to this search - parishes, allotments and extents of parcels of land - has mostly been drawn from the database which is the origin of VPRS 7312, Microfiche catalogue to Crown Lands and Survey Files: Parish and Township Order (mentioned below). Added to this data is the name of the correspondent listed on each file cover.

The remainder of these instructions is relevant if an item of interest is not found using this search.

Researchers need to have either a specific file number or details of parish/township, allotment and section number to use VPRS 5357 Land Selection Occupation and Correspondence Files.

If the file number is known consult the Microfiche catalogue to Crown Lands and Survey Files: File Number Order (VPRS 7311) to find the unit containing the file required.

If the file number is not known consult the Microfiche catalogue to Crown Lands and Survey Files: Parish and Township Order (VPRS 7312). The catalogue is arranged by township and parish. Find the appropriate township or parish then the appropriate allotment and section number. The selection or occupation file number will be recorded on the catalogue along with the VPRS number and unit number.

Recordkeeping system

VPRS 5357 Land Selection Occupation and Correspondence Files is loosely arranged by land district. Within districts the files are arranged by the section of the Land Act under which the land was selected, or by the correspondence registration system in which they were registered. Each box may contain selection files, correspondence files, occupation files or a combination of all. Each box does not always contain files exclusively from one district. Usually if this is the case, files from other districts are included because the land has been selected under the same section of a Land Act.

Selection and occupation files often concern many different sections of various Land Acts. Selection files are arranged by the section of the Act under which the land was alienated. This does not necessarily mean that the land was leased or licensed under this section from the initial selection. Occupation files were often established and maintained under many sections of the Acts as the licence or lease was renewed or transferred. These files can be arranged by correspondence number or occupation number. Occupation files were often given a correspondence file number also as the arrangement of occupation files was constantly changing with this change in conditions of occupation of the land.

There are twelve previous PRO series that have been incorporated into VPRS 5357 Land Selection Occupation and Correspondence Files; these are VPRS 1690, 1691, 1692, 1693, 10755, 10756, 10757, 10758, 10759, 10760, 10761 and 10763. They are still listed in the List of Holdings as separate series.

Selection Files

Selection file numbers are fractional numbers, the denominator being the section of the Land Act under which the land was selected and the numerator being the successive number in its class. File numbers can be repeated across districts and it is the district name along with the file number that is the unique identifier. Selection file numbers can be obtained from parish plans. A parish plan shows each allotment for the parish. The plans record the name of the grantee, date of grant, the area and the allotment number.

Correspondence Files

Correspondence files are controlled by several different record keeping systems. The file references comprise two different components, a category and a serial. The serial is the consecutive number of the file in that category. Types of file categories are; Year, for example 48/112 means that the file was the 112th file received and registered in 1848. Year and book, for example 60/A denotes the correspondence file was registered in book A for the year 1860. Alphabetical, correspondence registered according to the surname of the sender, this system was used in the years 1876-1896.

Post 1896 general correspondence was registered according to the Land District or region to which it was referring. For example, according to the Lands Manual, HO stood for the Eastern Region. Correspondence was also registered according to the file content, for example C indicated that the file related to Crown Lands Reserves. An index to these can be found in the Lands Manual located in the PROV search room.

Correspondence for the years 1856-76 is controlled by Registers of Inward Correspondence (VPRS 70). Registers of Inward Correspondence (VPRS 166) is the controlling series for correspondence in the years 1876-96 and for the years 1927-33, correspondence is controlled by Register of Correspondence (VPRS 3684).

Occupation Files

Occupation file numbers have the same format as selection file numbers but they were not recorded on parish plans, only on working plans. Working plans were administered by regional offices, they record details of all occupation files (other than selection files) including early Crown reserves and other administrative details. Many of these working plans were destroyed, damaged or mislaid due to the lack of importance placed upon them by the Department. Without these plans an index has been lost to many occupation files.

Occupation files were also often arranged by a correspondence file number as the sections of the Act under which the land was occupied often changed as did the occupiers of the land.

Record series

Land Selection And Correspondence Files

Agencies

Date Range

Function / Content

How to use the records

Recordkeeping system

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